2025-06-30 Meeting Notes

General Check-In

• discuss Alma release notes (if any)

• discuss anything relevant from All-Chairs

5

All

• Meeting notes from ALL CHAIRS: Last meeting was cancelled

Consortial Block Update

https://drive.google.com/drive/u/1/folders/1L9_sIB4XQA2W1bKqj_ThwIGFTmNlegO0

Previous notes:

• Optional opportunity to review and add feedback by Tuesday, June 24th at https://docs.google.com/document/d/1cIOptuOI49QpCcZg7mX8MxSAe5xvhkIU6PFiCIZ4BKI/edit?usp=sharing

SILS-Wide Issue: Missing Purge Dates on Network User Records

Thousands of Network user records currently exist across the SILS system that lack purge and expiration dates, causing them to persist indefinitely and be excluded from standard purge workflows. This poses a system-wide user privacy concern as AFN loans create records in lending institutions that can't be efficiently purged. To address this issue, we request the Fulfillment team to engage all campus contacts to develop a unified approach that ensures all records include purge dates, enabling proper management and deletion across all campuses.

5

All

• Has anyone run a report for accounts without expiration and purge dates?

Next step:

Damaged AFN item form/process

Update from Ross and Tony

• https://docs.google.com/document/d/1Zhzsz24TA_dTBdn6ydQwWYvW8ABcdz8AlC2rHg0ivn8/edit?tab=t.0

5

Ross/Tony

Damaged Item form & process

Next Step:

AFN Billing Practices

• Code shared by Sahra

• Document can be found in the following Google Drive folder: 

https://docs.google.com/document/d/1gUJrL49-4VBwEoaiQdvN48_jDm3qI87oti-d0o5j3l8/edit?usp=sharing

• Work on standard format for Option 2, which is 1 notice so that at least we agree on content and using the same fields (example: lender and home campus on letter)

5

All

AFN Billing Practices

What option does each campus prefer:

• Option 1: Two separate notices and just code shared by UCR

• Option 2: One notice that includes instructions on how to handle AFN material, including the link to how to pay if possible (fees and fines page)

  • UCB- Option 2

  • UCD- Option 2

  • UCI -

  • UCLA - Option 1

  • UCM - Option 1

  • UCR- Option 1

  • UCSD - Option 2

  • UCSF - no rep

  • UCSB- Option 2

  • UCSC- Option 2

Next steps:

Option to Share Operator Name Across the Fulfillment Network

February 2025 Fulfillment and Resource Sharing =

Institutions in a Fulfillment Network can now opt-in to share the name of their operators who have put items of another institution in transit. This improves transparency, and enables owning institutions more clarity on who at their partner institution is the last person to have handled items they own.

Note This option is turned off by default.

The operator name displays in the following locations:

• Resource Request Monitoring

• General tab of the Physical Item Editor (right hand information pane)

• History tab of the Physical Item Editor (for Item

• Use the policy page instead of decision page

• SILS Service Documentation Hub

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All

Note from previous meetings:

• RS OST okay with just reviewing/providing feedback on your decision page rather than participating directly in a subteam

•  

Questions to consider:

1. In what instances would you find this helpful?

2. Do we make the recommendation to opt in and provide guidance?

3. Should we harmonize our approach? If yes, do we need a subgroup to include RS?

4. Does F-OST have the ability to draft guidance on communication within the AFN.

5. Should we draft guidance on how to communicate to other campuses when investigating an AFN issue?

Decision page:

https://uc-sils.atlassian.net/wiki/x/FwBev

Next steps:

Non-Alma Billing Practices

• Subgroup for Non-Alma discussion with RS: volunteers are Mark, Sahra, and Sandra

Group will take a pause until Tipasa has been live for at least 1 year

Walk-Ons

Wrap up/Topics for next time

All

parking lot:

For future discussion: